Human Resource Information Systems Hris
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HUMAN RESOURCE INFORMATION SYSTEMS
Welcome!
(HRIS)
WORKSHOP FACILITATOR: MINHAS
•
LEARNING OBJECTIVES OF SESSION UNDERSTAND THE RELATIONSHIP
BETWEEN STRATEGIC HRM AND HRIS •
UNDERSTAND THAT AN EFFECTIVE HRIS FACILITATES THE ACHIEVEMENT OF HRM OBJECTIVES
•
IMPROVE SERVICE STANDARDS THROUGH HRIS
ACTIVITY •
LIST DOWN THE FUNCTIONS / ACTIVITIES OF HRM
•
WHAT DO YOU UNDERSTAND BY HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
•
TELL US 3 ADVANTAGES OR DISADVANTAGES OF HRIS BASED ON YOUR UNDERSTANDING OF HRIS
WE NOW HAVE THE TECHNOLOGY TO ALLOW US TO REDUCE HR ADMINISTRATION AND TO PROVIDE IMPROVED LEVELS OF SERVICE TO OUR INTERNAL CUSTOMERS. IT IS OUR CHALLENGE TO EMBRACE NEW TECHNOLOGY AND TO FINALLY STEP OUT OF OUR PERSONNEL ADMINISTRATION HISTORY TO A PLACE OF LEADERSHIP.
Rob Sharp, HR Consultant, Employee Connect
Your Resume Looks Great, You Have More Than enough experience And I Think You’d be Perfect For The VP Of HR Job!
Before I Welcome You Aboard, Do You Have Any Questions?
Yes…… What Is
HR?
DEFINITION OF HRIS
HRIS IS ANY ORGANIZED APPROACH FOR OBTAINING RELEVANT AND TIMELY DATA ON WHICH TO BASE HUMAN RESOURCE MANAGEMENT DECISION
DEFINITION OF HRIS THE HRIS SHOULD BE DESIGNED TO PROVIDE INFORMATION THAT IS: TIMELY:
A MANAGER MUST HAVE ACCESS TO UPTO-DATE INFORMATION
ACCURATE:
A MANAGER MUST BE ABLE TO RELY ON THE ACCURACY OF THE INFORMATION PROVIDED
CONCISE:
A MANAGER CAN ABSORB ONLY SO MUCH INFORMATION AT ANY ONE TIME
RELEVANT:
A MANAGER SHOULD RECEIVE ONLY THE INFORMATION NEEDED IN A PARTICULAR SITUATION
COMPLETE:
A MANAGER SHOULD RECEIVE COMPLETE, NOT PARTIAL, INFORMATION
Human Resources Roles Are Changing
Maitaining Records
Current 5 - 7 years ago 15.0% 22.0%
Difference
12.0%
19.0%
Significant Decrease
31.0%
35.0%
Significant Decrease
19.0%
13.0%
Significant Increase
23.0%
11.0%
Significant Increase
Collect, track and maintain data on employees
Auditing / Controlling Ensure compliance to internal operations, regulations, legal and union requirements
HR Service Provider Assist with implement and administration of HR practices
Practice Development Develop new HR systems and practices
Strategic Business Partner Member of the management team. Involved with strategic HR planning, organisation design and strategic change
Significant Decrease
A study by the Center for Effective Organisations, University of Southern California, and The Human Resources Planning Society.
HRIS Overview The big picture - reasons for change
Savings
Complexity
World-class HR
Duplication
Inconsistencies
Poor accessibility
Inefficient paper-driven process
IDENTIFY NEEDS OF DATABASE MANUAL / AUTOMATE
MODULES OF HRIS • • • • • • • • • •
PAYROLL COMPENSATION ADMINISTRATION BENEFITS ADMINISTRATION EXPATRIATE MANAGEMENT TRAINING & DEVELOPMENT CAREER PLANNING & DEVELOPMENT HR PLANNING PERFORMANCE APPRAISAL ATTENDANCE SELECTION / RECRUITMENT PAYROLL
CAREER PLANNING & DEVELOPMENT
COMPENSATION ADMINISTRATION
BENEFITS ADMINISTRATION
HR PLANNING
HRIS INTEGRATED DATABASE
PERFORMANCE APPRAISALS
EXPATRIATE MANAGEMENT
SELECTION / RECRUITMENT
TRAINING & DEVELOPMENT
ATTENDANCE
MODULES OF HRIS PAYROLL
CAREER PLANNING & DEVELOPMENT
COMPENSATION ADMINISTRATION
BENEFITS ADMINISTRATION
HR PLANNING
HRIS INTEGRATED DATABASE
EXPATRIATE MANAGEMENT
PERFORMANCE APPRAISALS
SELECTION / RECRUITMENT
TRAINING & DEVELOPMENT
ATTENDANCE
Personal Details Checking your personal details Personal contact number
Address
Emergency contact number
Academic qualifications Benefits
Marital status Dependencies
Payroll bank account
THE AUTOMATED HR MACHINE SELF SERVICE CONCEPT • • • • • • • • •
EMPLOYEE / MANAGER SELF-SERVICE E-LEARNING RETIREMENT CALCULATORS LOAN CALCULATORS PERFORMANCE MANAGEMENT DECISION-MAKING TOOLS POLICIES AND PROCEDURES RECRUITMENT AND SELECTION CAREER MANAGEMENT
AUTOMATE RESUME TRACKING PROCESS
•
RECEPTION OF APPLICATION
•
PRESCREENING RESUMES
•
CORRESPONDENCE
•
APPLICATION FORM
•
TESTS
•
PRELIMINARY INTERVIEW
•
ISSUANCE OF LETTERS LIKE MEDICAL, OFFER, ETC
CASE STUDY A MATTER OF PRIVACY YOUR COMPANY HAS RECENTLY REVAMPED ITS HRIS. PAYROLL AND HR RECORDS ARE NOW INTEGRATED INTO ONE DATABASE. ALTHOUGH ACCESS TO CONFIDENTIAL HR INFORMATION IS RESTRICTED, SOME SEMIPRIVATE INFORMATION SUCH AS THE EMPLOYEE’S NAME, ADDRESS AND TELEPHONE NUMBER CAN BE ACCESSED ONLINE BY ALL SUPERVISORS. EMPLOYEES CAN ALSO ALTER THEIR OWN PERSONNEL RECORDS (FOR E.G. CHANGES OF ADDRESS, TELEPHONE NUMBERS OR NUMBER OF DEPENDENTS). EMPLOYEES LIKE THE NEW SYSTEM BECAUSE IT MEANS THAT THEY KNOW THEIR PERSONNEL FILES ARE UP TO DATE AND THAT INFORMATION IS READILY AVAILABLE IN AN EMERGENCY. FURTHERMORE, THE NEW SYSTEM HAS RESULTED IN CONSIDERABLE IMPROVEMENTS IN HR RECORD KEEPING AND THE ABILITY OF THE HR DEPARTMENT TO GENERATE MORE USEFUL MANAGEMENT REPORTS. HOWEVER, AN EMPLOYEE IN THE SALES DEPARTMENT IS EXTREMELY UPSET; SHE HAS BEEN RECEIVING OBSCENCE PHONE CALLS AND BLAMES THE NEW HRIS. SHE ALLEGES THAT THE CALLER MUST BE SOMEONE FROM THE COMPANY BECAUSE HER NUMBER IS UNLISTED
CASE STUDY A MATTER OF PRIVACY
•
SHOULD INFORMATION SUCH AS TELEPHONE NUMBERS BE AVAILABLE TO OTHER EMPLOYEES?
•
WHICH IS MORE IMPORTANT - THE COMPANY’S NEED TO COLLECT JOB-RELATED INFORMATION OR AN EMPLOYEE’S RIGHT TO PRIVACY?
•
SHOULD EMPLOYEES BE ALLOWED TO CHANGE THEIR OWN FILES?
•
WHICH PERSONNEL DATA SHOULD BE CLASSIFIED (A) RESTRICTED AND (B) UNRESTRICTED?
QUESTION / ANSWER SESSION
?????
Welcome!
(HRIS)
WORKSHOP FACILITATOR: MINHAS
•
LEARNING OBJECTIVES OF SESSION UNDERSTAND THE RELATIONSHIP
BETWEEN STRATEGIC HRM AND HRIS •
UNDERSTAND THAT AN EFFECTIVE HRIS FACILITATES THE ACHIEVEMENT OF HRM OBJECTIVES
•
IMPROVE SERVICE STANDARDS THROUGH HRIS
ACTIVITY •
LIST DOWN THE FUNCTIONS / ACTIVITIES OF HRM
•
WHAT DO YOU UNDERSTAND BY HUMAN RESOURCE INFORMATION SYSTEM (HRIS)
•
TELL US 3 ADVANTAGES OR DISADVANTAGES OF HRIS BASED ON YOUR UNDERSTANDING OF HRIS
WE NOW HAVE THE TECHNOLOGY TO ALLOW US TO REDUCE HR ADMINISTRATION AND TO PROVIDE IMPROVED LEVELS OF SERVICE TO OUR INTERNAL CUSTOMERS. IT IS OUR CHALLENGE TO EMBRACE NEW TECHNOLOGY AND TO FINALLY STEP OUT OF OUR PERSONNEL ADMINISTRATION HISTORY TO A PLACE OF LEADERSHIP.
Rob Sharp, HR Consultant, Employee Connect
Your Resume Looks Great, You Have More Than enough experience And I Think You’d be Perfect For The VP Of HR Job!
Before I Welcome You Aboard, Do You Have Any Questions?
Yes…… What Is
HR?
DEFINITION OF HRIS
HRIS IS ANY ORGANIZED APPROACH FOR OBTAINING RELEVANT AND TIMELY DATA ON WHICH TO BASE HUMAN RESOURCE MANAGEMENT DECISION
DEFINITION OF HRIS THE HRIS SHOULD BE DESIGNED TO PROVIDE INFORMATION THAT IS: TIMELY:
A MANAGER MUST HAVE ACCESS TO UPTO-DATE INFORMATION
ACCURATE:
A MANAGER MUST BE ABLE TO RELY ON THE ACCURACY OF THE INFORMATION PROVIDED
CONCISE:
A MANAGER CAN ABSORB ONLY SO MUCH INFORMATION AT ANY ONE TIME
RELEVANT:
A MANAGER SHOULD RECEIVE ONLY THE INFORMATION NEEDED IN A PARTICULAR SITUATION
COMPLETE:
A MANAGER SHOULD RECEIVE COMPLETE, NOT PARTIAL, INFORMATION
Human Resources Roles Are Changing
Maitaining Records
Current 5 - 7 years ago 15.0% 22.0%
Difference
12.0%
19.0%
Significant Decrease
31.0%
35.0%
Significant Decrease
19.0%
13.0%
Significant Increase
23.0%
11.0%
Significant Increase
Collect, track and maintain data on employees
Auditing / Controlling Ensure compliance to internal operations, regulations, legal and union requirements
HR Service Provider Assist with implement and administration of HR practices
Practice Development Develop new HR systems and practices
Strategic Business Partner Member of the management team. Involved with strategic HR planning, organisation design and strategic change
Significant Decrease
A study by the Center for Effective Organisations, University of Southern California, and The Human Resources Planning Society.
HRIS Overview The big picture - reasons for change
Savings
Complexity
World-class HR
Duplication
Inconsistencies
Poor accessibility
Inefficient paper-driven process
IDENTIFY NEEDS OF DATABASE MANUAL / AUTOMATE
MODULES OF HRIS • • • • • • • • • •
PAYROLL COMPENSATION ADMINISTRATION BENEFITS ADMINISTRATION EXPATRIATE MANAGEMENT TRAINING & DEVELOPMENT CAREER PLANNING & DEVELOPMENT HR PLANNING PERFORMANCE APPRAISAL ATTENDANCE SELECTION / RECRUITMENT PAYROLL
CAREER PLANNING & DEVELOPMENT
COMPENSATION ADMINISTRATION
BENEFITS ADMINISTRATION
HR PLANNING
HRIS INTEGRATED DATABASE
PERFORMANCE APPRAISALS
EXPATRIATE MANAGEMENT
SELECTION / RECRUITMENT
TRAINING & DEVELOPMENT
ATTENDANCE
MODULES OF HRIS PAYROLL
CAREER PLANNING & DEVELOPMENT
COMPENSATION ADMINISTRATION
BENEFITS ADMINISTRATION
HR PLANNING
HRIS INTEGRATED DATABASE
EXPATRIATE MANAGEMENT
PERFORMANCE APPRAISALS
SELECTION / RECRUITMENT
TRAINING & DEVELOPMENT
ATTENDANCE
Personal Details Checking your personal details Personal contact number
Address
Emergency contact number
Academic qualifications Benefits
Marital status Dependencies
Payroll bank account
THE AUTOMATED HR MACHINE SELF SERVICE CONCEPT • • • • • • • • •
EMPLOYEE / MANAGER SELF-SERVICE E-LEARNING RETIREMENT CALCULATORS LOAN CALCULATORS PERFORMANCE MANAGEMENT DECISION-MAKING TOOLS POLICIES AND PROCEDURES RECRUITMENT AND SELECTION CAREER MANAGEMENT
AUTOMATE RESUME TRACKING PROCESS
•
RECEPTION OF APPLICATION
•
PRESCREENING RESUMES
•
CORRESPONDENCE
•
APPLICATION FORM
•
TESTS
•
PRELIMINARY INTERVIEW
•
ISSUANCE OF LETTERS LIKE MEDICAL, OFFER, ETC
CASE STUDY A MATTER OF PRIVACY YOUR COMPANY HAS RECENTLY REVAMPED ITS HRIS. PAYROLL AND HR RECORDS ARE NOW INTEGRATED INTO ONE DATABASE. ALTHOUGH ACCESS TO CONFIDENTIAL HR INFORMATION IS RESTRICTED, SOME SEMIPRIVATE INFORMATION SUCH AS THE EMPLOYEE’S NAME, ADDRESS AND TELEPHONE NUMBER CAN BE ACCESSED ONLINE BY ALL SUPERVISORS. EMPLOYEES CAN ALSO ALTER THEIR OWN PERSONNEL RECORDS (FOR E.G. CHANGES OF ADDRESS, TELEPHONE NUMBERS OR NUMBER OF DEPENDENTS). EMPLOYEES LIKE THE NEW SYSTEM BECAUSE IT MEANS THAT THEY KNOW THEIR PERSONNEL FILES ARE UP TO DATE AND THAT INFORMATION IS READILY AVAILABLE IN AN EMERGENCY. FURTHERMORE, THE NEW SYSTEM HAS RESULTED IN CONSIDERABLE IMPROVEMENTS IN HR RECORD KEEPING AND THE ABILITY OF THE HR DEPARTMENT TO GENERATE MORE USEFUL MANAGEMENT REPORTS. HOWEVER, AN EMPLOYEE IN THE SALES DEPARTMENT IS EXTREMELY UPSET; SHE HAS BEEN RECEIVING OBSCENCE PHONE CALLS AND BLAMES THE NEW HRIS. SHE ALLEGES THAT THE CALLER MUST BE SOMEONE FROM THE COMPANY BECAUSE HER NUMBER IS UNLISTED
CASE STUDY A MATTER OF PRIVACY
•
SHOULD INFORMATION SUCH AS TELEPHONE NUMBERS BE AVAILABLE TO OTHER EMPLOYEES?
•
WHICH IS MORE IMPORTANT - THE COMPANY’S NEED TO COLLECT JOB-RELATED INFORMATION OR AN EMPLOYEE’S RIGHT TO PRIVACY?
•
SHOULD EMPLOYEES BE ALLOWED TO CHANGE THEIR OWN FILES?
•
WHICH PERSONNEL DATA SHOULD BE CLASSIFIED (A) RESTRICTED AND (B) UNRESTRICTED?
QUESTION / ANSWER SESSION
?????
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